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Administrative Policies - Policy 0008

State of Vermont
Agency of Administration
Department of Buildings & General Services

Policy 0008

Title: Safe and Healthy Building Environments
Date of Issue: November 26, 2007
Supersedes: Policy dated August 12, 2000
Replaces: Policy No. 003 dated January 6, 1999

Purpose:
It is the policy of the Department of Buildings and General Services (BGS) to define a procedure for the prompt, coordinated and comprehensive response to building-related issues affecting the quality of the work environment for State employees in State-owned and State-leased space.

Policy:
BGS is committed to providing a safe and healthy work environment for the employees of all State agencies and departments. 

Procedure:
The Department of Buildings and General Services, the Health Department and the Vermont State Employees Association have established the Building-Related Issues Resolution Process.  Once the nature of an issue has been determined, three levels of investigation have been established to ensure a prompt and appropriate response to work environment concerns.

  1. Starting the Process:
    1. Any building-related issues or concerns can be reported by completing the on-line form at Safe and Healthy Building Environments entitled: “Building-Related Issues Notification Form”
    2. This form should be filled out with the appropriate information and submitted as directed.  The form will then be forwarded to the District Facility Manager (DFM) who, with assistance from the maintenance supervisor, will create a work order and determine whether it is a routine maintenance issue or a potential building environment issue.
    3. Routine maintenance issues will be resolved in a timely manner.  The complainant will be notified of the process resolution and the completion date when the work order is closed.
    4. If the routine maintenance issue is determined to involve indoor air quality or any other building environment issue affecting employees in their work environment, then BGS will proceed with Level I of the “Resolution Process,” as shown in Addendum A:  Resolution Process Flowchart.
    5. If prior to Level I in the process, the issue is found to be an outbreak of a serious illness or disease, then the Quality Assurance Team (QAT) and/or the BGS Commissioner will be notified and will immediately notify the Department of Health which will then take the lead in the investigation.  BGS will provide assistance as required and as requested.
  2. Resolution Process:
    1. Level I:
      1. When a potential building environment issue is determined, a Level I investigation is conducted by the DFM, maintenance supervisor, and members of the QAT (when requested), upon proper notification of appropriate parties.
      2. Resolution of Level I issues must be approved by the QAT and the Commissioner of Buildings and General Services prior to closure.  If the issue is not resolved, or the resolution is considered to be unsatisfactory by the QAT and the Commissioner of Buildings and General Services, then the issue moves to Level II status and notification is made to the appropriate parties.
      3. If an outbreak of serious illness or disease is identified at any time during the Level I resolution process, the QAT or the Commissioner of Buildings and General Services will immediately notify the Health Department and other appropriate parties.  The Health Department will then assume control of the investigation with BGS providing assistance as required and as requested. 
         
    2. Level II:
      1. Level II issues involve some or all members of the QAT, outside environmental consultants as needed and periodic consultation with the Health Department.  If a building-related source is identified, then a remediation plan will be developed and implemented as soon as reasonably possible.  The implementation of the remediation plan will hopefully resolve the issue.  Closure must be approved by the QAT and the Commissioner of Buildings and General Services.
      2. If the resolution is unsatisfactory, or no building-related source is identified, then the QAT and the BGS Commissioner will notify all appropriate parties and the issue will move to Level III.
      3. If an outbreak of serious illness or disease is identified at any time during the Level II resolution process, the QAT or the Commissioner of Buildings and General Services will immediately notify the Health Department and other appropriate parties.  The Health Department will then assume control of the investigation with BGS providing assistance as required and as requested. 
         
    3. Level III: 
      1. The Health Department assumes responsibility for resolving issues at this level.  BGS will be involved at this level if required or requested to do so by the Health Department.

Notification:

The Department of Buildings and General Services shall ensure wide dissemination of this Policy by periodically revising and distributing, as necessary.

Department Approval:  Gerald J. Myers , Commissioner

Agency Approval Required:  Michael K. Smith, Secretary